MINUTES SHREVE MEMORIAL LIBRARY BOARD MEETING APRIL 12, 1984 The meeting was called to order at 3:30 p.m. in the Board Room, Fourth Floor, Main Library, 424 Texas Street, with the following present: Lane Sartor, Haller Jackson III, Mickey Shirley, Jack Stutsman, Mavice Wallette, Barbara Pendleton, Francis Bickham and Jim Pelton. Lane Sartor presided and Jim Pelton was secretary. Haller Jackson moved and Jack Stutsman seconded a motion to approve the minutes of the January 12, 1984, meeting as mailed. Motion passed. The extension librarian and bookmobile supervisor had investigated a number of possibilities for replacement of the M2 bookmobile, which is now over 10 years old. (See Attachment #1 for comparison of different types of bookmobiles.) Jim Pelton answered questions about the recommended type. Mickey Shirley moved and Mavice Wallette seconded a motion to approve the recommendation of the extension librarian and director to purchase a vehicle such as the Gerstenslager Pioneer II or similar model by another manufacturer. The bookmobile would have to be bid. Motion passed. Jim Pelton explained that proposals had been requested from agencies for a comprehensive commercial insurance package for all outlets. This was similar to the proposal sent out 3 years ago except that the building and contents amount had been updated to reflect the current value. A much more detailed study of the book collection had been done. The total blanket value was $15,040,584. (See Attachment #2 for details.) The question was asked: How were the agencies selected that received a request for proposal? Jim Pelton explained that Tom Tomlinson, insurance and risk manager for the City, was instructed to send this to agencies that could handle a commercial package of this size. It was Jim Pelton's understanding that six or more agencies were contacted. The director would find out from Tom Tomlinson which companies received a request for proposals. Haller Jackson moved and Jack Stutsman seconded a motion to authorize the Executive Committee to review the proposals once they are received and make a final selection. Motion passed. The director updated the Board on the current telephone system and recommended a procedure to acquire a PBX (switch) for the library. (See Attachment #3.) Phase One would be to purchase a PBX, such as the Dimension presently used by the library, bring trunk lines directly to the main library and make different arrangements for Broadmoor. Jim Pelton reported that Charles Grubb, assistant city attorney, and John Eason, director of purchasing, were conferring to determine if a bid was required. This will be done in the next few days. Mickey Shirley moved and Mavice Wallette seconded a motion to authorize the director to obtain a bid -- or a proposal if it was determined that a bid was not required -- and bring specific information back to the Board for final resolution. Motion passed. Haller Jackson abstained from voting on this matter.